Privacy Policy

The privacy and security of all personal information we hold is extremely important to us. The purpose of this policy is to state how we use your personal data. This policy applies to all clients, team members and supporters.Who are we?In this policy the Shinewater Shaftesbury Centre is referred to as we, us or SSC. We are a long established charity supporting the local community of Eastbourne.

What information do we collect?We only collect personal data that is necessary to support the person in their interaction with us and this varies according to the particular relationship they have with SSC. The data we collect is regularly reviewed to ensure we don’t collect any personal information that is not relevant. As well as information for the service we collect information that we are legally required to do, for example the HMRC, and for the requirement of the funders. The statistical data we use for reports is anonymised.

How we use informationPersonal information is only used to support the delivering of the service to the needs of the clients, the development of the service, supporting team members, and updating our supporters. The specific information recorded is tailored to individuals and their particular circumstance.

Who has access to your information?Only appropriate team members will have access to your personal data.We do not sell or rent your information to third parties.We do not share your information with third parties for marketing purposes.

Team members informationWe collect information about prospective team members during the recruitment process.During the period of working/volunteering for us we record personal details, emergency contacts, training completed, appraisals, support and review records, and any other records pertaining to their employment.

How long do we keep your information?Client information is retained for a period of 6 years following the completion of the work.Grant and financial supporters’ information is kept for 6 years.Newsletter subscriber information is retained for 1 year following their cessationThe application and recruitment forms of those candidates who are not selected are kept for a period of 6 months.Employee information is retained for a period of six years after ending their working for us. Pay details are kept for 6 years.

Disclosure of information to a third partyWhen it is necessary and with your consent, we pass your information to our third-party service providers for the purposes of completing tasks and providing services to you on our behalf (for example to process donations, send you mailings, calculating payroll, liaising with creditors etc.). When we use third party service providers, we disclose only the personal information that is necessary to deliver the specified service. We have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.We would share personal data if we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime. We would share only the information we are required to. The individual concerned will be notified by us of any sharing that is required.When you are using our secure online donation pages, your donation is processed by a third party payment processor, who specialises in the secure online capture and processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us.

SecurityPersonal data security is important to us and for all our users (clients, supporters, trustees and for team members) and we will continually work on ensuring that all data records are protected and secure.

We have a password protected data base for electronically held information with differing levels of accessibility to protect confidentiality.Paper records are kept in a secured and lock protected cabinets.We constantly review our security arrangements at the management and trustee meetings.

Your choicesYou always have a choice about whether you receive information from us. We will only contact you for marketing purposes by email, post, phone or text message after you have given your prior consent. You can change your marketing preferences at any time by contacting us by email to info@shinewatershaftesburycentre.co.uk or telephone on 01323 760654.

How you can access and update your informationThe accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email to info@shinewatershaftesburycentre.co.uk. Alternatively, you can telephone 01323 760654.You have the right to ask for a copy of the information Shinewater Shaftesbury Centre hold about you.